Clerical Assistant

Position: Clerical Assistant
Location: Indianapolis, IN- Need locals candidates only
Interview Mode: Webcam Only
Job Type: Contract

Job Summary

The Clerical Assistant will provide administrative, clerical, customer service, and front-desk support to the BDDS District field office. This position will serve as one of the first points of contact for consumers, families, service providers, and community agencies.

The ideal candidate should have strong communication, organizational, customer service, and data-entry skills, along with the ability to manage multiple administrative responsibilities in a professional office environment.

Key Responsibilities

Telephone & Reception

• Assist walk-in clients and provide general information and requested documentation.

• Operate a multi-line telephone system and direct calls to the appropriate personnel.

• Manage voicemail during business hours and set up the after-hours voicemail system.

• Greet and direct visitors and guests.

• Answer basic questions from callers and provide appropriate assistance.

• Assist callers with the online BDDS Waiting List portal.

Office Equipment

• Operate standard office equipment including computers, copiers, printers, fax machines, and postage machines.

• Perform routine equipment maintenance such as replacing paper and toner.

• Troubleshoot minor equipment issues and coordinate repairs when necessary.

• Maintain accurate office equipment inventory.

Appeals Coordination

• Gather and organize documents required for BDDS appeal hearings.

• Navigate BDDS databases to locate required documentation.

• Respond to documentation requests accurately and within required timelines.

Mail Processing

• Mail application packets to consumers/families within one business day of receiving required information.

• Open, date-stamp, sort, and distribute incoming mail.

• Process postage and deliver outgoing mail.

• Handle certified, overnight, and other special delivery requirements.

Administrative Support

• Perform general office and administrative duties as assigned.

• Assist new staff with access to electronic calendars, scanners, copiers, fax machines, voicemail, and mailboxes.

• Process new applications and maintain application tracking logs.

• Ensure incoming documentation is properly filed and uploaded within established timelines.

• Document intakes, process and upload files into the appropriate online database, and maintain records according to retention policies.

• Enter new applications into DART based on individual case files.

Records & Files

• Perform regular filing and records maintenance.

• Purge files according to established procedures.

• Archive records in accordance with established processes and retention requirements.

• Maintain accurate and organized consumer records.

Required Skills & Qualifications

• Prior experience in a customer service, front-desk, receptionist, or clerical position.

• Experience operating a multi-line switchboard/telephone system.

• Basic computer skills with proficiency in Microsoft Word and Excel.

• Accurate data-entry skills with strong attention to detail.

• Strong written and verbal communication skills.

• Ability to work effectively with individuals from diverse backgrounds and personalities.

• Ability to handle multiple responsibilities and work effectively under pressure.

• Strong interpersonal and customer service skills.

• Excellent organizational and time-management skills.

• Reliable, professional, and dependable.

• Ability to maintain a professional appearance and demeanor.

Preferred Background

• Administrative Assistant

• Clerical Assistant

• Receptionist

• Front Desk Representative

• Customer Service Representative

• Office Assistant

• Data Entry Clerk

• Records/Document Management experience

• Experience working with databases or government/public-sector offices is a plus.

Interested candidates can share their updated resume with: